Location: Jijiga, Ethiopia
Deadline: 24 Aug 2023
Job Description
About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
Mercy Corps has been operating in Ethiopia since 2004, working in rural, peri-urban and urban areas in five regional states – Somali, Oromia, Afar, Southern Nations Nationalities and Peoples, Gambella – and the capital city of Addis Ababa. We engage in both development and humanitarian work, and seek to integrate approaches, programs and geographies as much as possible. Our partners include government, academic institutions, development and private sector actors, civil societies and communities.
General Position Summary
Working in the HR Department under the direction of the area Manager, the HR and Admin Assistant will be responsible for the day-to-day routine tasks of HR activities the HR and Admin Assistant role where the details are specified under the Essentials of Job Functions below.
Essential Job Responsibilities
- Provides generalist human resources support to the Mercy Corps Ethiopia HR Department in Addis Ababa
- Collect and track required employee paperwork.
- Maintain employee records, filing and documentation such as recruitment documents, CVs, valid contracts, timesheets, employee data sheets, and performance evaluations as well as ensuring leave records of all staff are properly maintained and updated.
- Completes the new hire process for employees; collecting data, and creating new employee files
- Assists in interviewing and selection of staff at Field level if deemed necessary.
- Assist in updating employee files, facilitating the documentation processes.
- Screen resumes for selected positions to send to hiring managers.
- Produce a weekly activity report.
- Ensure that records regarding personnel activities and personnel data are kept confidential
- Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
- Maintain up-to-date Medical Insurance tracking for National staff and report to Addis HR and follow up the timely registration in Insurance Company.
- Follow up employee medical insurance reimbursement.
- Responsible for the management of staffs leave.
- Ensure all local admin or legal issues are handled in a smooth way
- Ensures that office supplies required are always available in the office.
- Answer all incoming telephone calls and direct to the proper person or department; make telephone calls as requested for staff and use intercom system to transfer calls and announce visitors.
- Welcome and receive all visitors, suppliers, etc.
- Manage all internal and external communications (telephone calls, faxes, emails etc)
- Must have a clear understanding on all MC policies and program needs.
- Responsible for maintaining supply of all administration documents and making them available for all MC Ethiopia staff.
- Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance.
- Assist Field Management in Ethiopia in facilitating the smooth flowing of routine, administrative work of the Mercy Corps office and program support operations;
- Perform any other similar tasks that may be reasonably assigned by the line manager.
Security
- Ensure compliance with security procedures and policies as determined by country leadership.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
Organizational Learning
- As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Supervisory Responsibility: None
Accountability
Reports Directly To: area Manager.
Works Directly With: All Staff.
Knowledge and Experience
- College Diploma/Degree in Office Administration, Secretarial Science, Accounting Business Administration, Public Administration or Human Resource Management is required.
- Three years related experience is required.
- Good computer skills (especially Microsoft Excel, Word, and Outlook)
- Professionalism and self-motivation expected at all times.
- Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills, team oriented.
- Excellent communication skills, written and oral are required.
- Demonstrated cultural sensitivity, emotional maturity and appropriate flexibility.
- Excellent organizational skills with ability to successfully manage multiple tasks.
- Flexibility in responding courteously to immediate needs of visitors and callers.